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Apollo Zapier integrationAutomate Apollo with Zapier.

The Apollo Zapier integration gives you 4 triggers, 8 actions and 1 search. All four triggers are instant, so new or updated contacts and accounts reach your other tools without waiting for a timer. Here is what each one does and costs.

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Overview

What the Apollo Zapier integration actually does

Apollo is a sales platform: a prospect database, contact and account records, deals and the tasks your reps work through. Zapier links it to the rest of your tools without code. The integration does two things: it reports changes in Apollo to other apps, and it writes contacts, accounts, deals and tasks into Apollo from them.

Three results teams build with it. A follow-up task for every new lead, with New Contact starting the Zap and Create Task assigning the call. A CRM that stays in line with Apollo, where Contact Updated or Account Updated pushes each change to the tool your finance or support team reads. A deal opened from a form, where a signup elsewhere becomes an account through Create Account and a pipeline entry through Create Deal.

What it does not do: there is no trigger for new or updated deals in the editor, so a Zap cannot react to pipeline moves in Apollo. Nothing deletes a record either. And the only search finds contacts, by email; accounts and deals cannot be looked up, so their IDs must come from an earlier step.

The same app has an Apollo Make integration page, and the Make vs Zapier comparison helps you choose. Counts here come from Zapier's app page, read on 1 October 2026 (ApolloCLIAPI@1.2.1).

Vocabulary

Zapier vocabulary in one minute

Seven words cover everything below. Each one is explained once, then used as is.

Zap
The automation you build: one starting event, then one or more steps that run every time that event happens.
Trigger
The event in an app that starts the Zap, such as a new contact in Apollo. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that creates or updates something for you, like an account or a task.
Task
The unit Zapier bills: one action that completed successfully. Your plan's allowance is a count of these.
Polling vs instant
A polling trigger is checked on a timer set by your plan. An instant one is reported by the app itself, as Apollo does.
Filter
A step that lets the Zap continue only when the incoming record meets your condition, and stops it otherwise.
Search step
A step that looks up a record that already exists, so the steps after it can reuse its details.
Cost

What it really costs to run

Apollo is not a premium app on Zapier, so it works on the free plan. Its triggers are instant, which removes the usual free-plan wait.

  • Free plan100 tasks a month, unlimited Zaps
  • Free plan Zap size2 steps: one trigger, one action
  • Billedeach successful action
  • Not billedthe trigger, checks for new data, failed actions

Each action that succeeds counts as one task. A Zap that creates a contact and then a task for it uses two tasks per run. A failed action is not counted, and the trigger never costs anything. The free plan stops at two steps: one trigger and one action. Add a filter, the Find Contact search or a second action, and the Zap becomes multi-step, which needs a paid plan. The interval grid below only matters for polling triggers, so it does not slow Apollo's.

Connect

Connect Apollo to Zapier in 3 steps

  1. 01

    Open your connections

    In Zapier, go to the Apps page of your account and click + Add connection. A connection is your Apollo account linked once, then reused by every step that needs it.

  2. 02

    Pick Apollo

    Type Apollo in the search box of the dialog, select it, then click Add connection. A new tab opens on the Apollo side, where you finish linking the account.

  3. 03

    Sign in and allow access

    Log in with the Apollo account whose records the Zap should touch, and grant Zapier access. If you edit records owned by teammates, your account needs rights on them too.

First Zap

Your first Zap: a call task for every new lead

GoalEach new contact added to Apollo gets a call task assigned to a rep, but only when the contact has an email address.

  1. 01

    Create the Zap and pick New Contact

    Start a new Zap, choose Apollo and the New Contact trigger, then connect your account. Test it: Zapier brings back the three most recent contacts so you map a real one.

  2. 02

    Add a filter

    Click the plus icon, pick Filter, then choose the email field and a text rule that checks it exists. Contacts without one stop here. This step makes the Zap multi-step, so it needs a paid plan.

  3. 03

    Add Create Task

    Add an Apollo step with Create Task. Map the contact ID from the trigger, then fill the note, the priority, the type, the due date and the user it is assigned to. All of them are required.

  4. 04

    Test the step

    Run the step on the sample contact, then open Apollo and check that the task sits with the right rep, on the right contact. A wrong user ID shows up here, not after a week of missed calls.

  5. 05

    Publish

    Click Publish to switch it on. Each qualifying contact then costs one task, for Create Task. The trigger and the filter are free, and the trigger fires as soon as Apollo reports the contact.

Triggers

The 4 Apollo triggers

4 events start a Zap when something happens in Apollo, and 4 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Account Updated

Instant trigger

In Zapier“Triggers when an existing Account is updated.”

Starts the Zap whenever a company record that already exists in Apollo changes, so later steps can carry the change over to another tool.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
keeping a company's owner, size or address aligned in the CRM or the spreadsheet your account managers rely on.
Watch out
any edit counts, so add a filter if only one field matters to you.
2

Contact Updated

Instant trigger

In Zapier“Triggers when an existing Contact is updated.”

Fires on any change to an existing person in Apollo, and passes the updated contact to the next steps. It reacts to edits, not to creations, which belong to New Contact.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
pushing a new job title or phone number to your support desk or newsletter tool so nobody works from a stale record.
Watch out
a Zap that writes back to the same contact sets itself off again.
3

New Account

Instant trigger

In Zapier“Triggers when a new Account is created.”

Kicks off as soon as a company record is created in Apollo. The new account and its details flow to the following steps.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
announcing a new target company in your team chat, or opening the matching record in your billing or project tool.
Watch out
a large import creates many accounts at once and can trip Zapier's flood protection.
4

New Contact

Instant trigger

In Zapier“Triggers when a new Contact is created. Note: This trigger may not always fire instantly after Contacts are created in Apollo. Contact information must be verified as up-to-date first, so there may be a delay of up to 30 minutes.”

Launches the Zap each time a person is added to your Apollo contacts. It is the natural starting point for any lead routing or follow-up Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
creating a call task, adding the lead to a nurture sequence in another tool, or alerting the owner.
Watch out
Apollo first checks that the contact details are up to date, so this one can lag behind the creation. The FAQ below gives the maximum delay Apollo states.
Actions

The 8 Apollo actions

Apollo gives you 8 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Account

Action

In Zapier“An Account is a company that your team has added to Apollo.”

Adds a company to your Apollo accounts. Only the name is required, so a form or a spreadsheet row with a company name is enough to start.

When to use it
a signup from your website should exist in Apollo before anyone prospects it.
Watch out
the only search finds contacts, not companies, so the Zap cannot check first whether the account already exists.
2

Create Contact

Action

In Zapier“A Contact is a person your team has added to Apollo.”

Puts a new person into Apollo with first name, last name, company name and email address, all four required. Anything missing blocks the step.

When to use it
webinar attendees or event leads that your reps should see in their prospect lists.
Watch out
pair it with Find Contact to avoid creating the same person twice.
3

Create Deal

Action

In Zapier“Deals are records that you can use to track possible opportunities with your prospective customers.”

Opens a deal in your Apollo pipeline to track a possible sale. A name and an amount are both mandatory.

When to use it
a demo request or a quote sent from another tool should appear as an opportunity right away.
Watch out
if the source has no amount, map a default value or the step fails.
4

Create Task

Action

In Zapier“Creates a Task.”

Puts a to-do in a rep's Apollo queue, tied to one or more contacts. Note, contact IDs, priority, type, due date and assignee are all required.

When to use it
a call or an email to schedule each time a lead does something worth following up.
Watch out
the assignee is a user ID, not a name.
5

Update Account

Action

In Zapier“Update an existing Account.”

Changes an existing company record in Apollo. It needs the Account ID, which usually comes from a trigger or an earlier step.

When to use it
writing back the status of a customer from your billing or support tool so reps see it before they call.
Watch out
without a valid Account ID, the step has nothing to edit.
6

Update Contact

Action

In Zapier“Update an already existing Contact.”

Edits a person already in Apollo, identified by the Contact ID. Pair it with Find Contact when you only have an email address.

When to use it
a lead unsubscribes or changes job in another tool and Apollo should reflect it.
Watch out
do not combine it with Contact Updated on the same record, or the Zap loops.
7

Update Deal

Action

In Zapier“Update an already existing Deal.”

Modifies a deal that already exists, found by its Opportunity Id. Use it to move amounts or details as the sale moves on elsewhere.

When to use it
a contract signed in your e-signature tool should update the matching Apollo deal.
Watch out
no search finds deals, so the ID must come from an earlier step or your own records.
8

API Request (Beta)

Action

In Zapier“This is an advanced action which makes a raw HTTP request that includes this integration's authentication.”

An advanced step that sends a raw request to Apollo using your existing connection. You choose the method and the address; the login is handled for you.

When to use it
you need something Apollo offers that none of the actions above covers.
Watch out
requests only go to Apollo's own domains, and the step is still in beta.
Searches

The Apollo search

1 search step looks for data that already exists in Apollo, so a later step can use it.

A search step sits at the bottom of the action list in the editor, under SEARCH. Some action fields may also offer + Add search step, which inserts it for you. Three settings decide what happens with the result.

1

Find Contact

SearchFind or create

In Zapier“Find a contact in your Apollo instance by searching for their email. If you have multiple contacts with the same email address, this search returns the contact that was created first.”

Looks up a person in Apollo by email address and returns the record, including the ID that Update Contact and Create Task need. If several contacts share the email, you get the one created first.

When to use it
before any update, when the source only knows an email.
Watch out
the editor also lists Find or Create Contact; it is this same search with creation switched on, not a separate step.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap and skips the steps that depended on it. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking it turns Find Contact into Find or Create Contact. The setting above disappears and the step asks for the fields needed to create the person.
  3. If multiple search results are found?
    Three ways out: keep the first match (the default), stop the Zap, or pass all matches on at once.
When it breaks

When it breaks

Zapier lists no help article for Apollo, so the usual failures come from how Zaps work in general, plus one quirk of New Contact.

Most problems show up as a Zap that starts later than expected, or one that runs far more often than planned. For step-by-step fixes, the Zapier troubleshooting guide goes further.

  • No backfill of existing contacts

    A Zap only reacts to what happens after you publish it. Contacts and accounts already in Apollo will not run through it; moving that backlog is a separate job.

  • The update loop

    A Zap on Contact Updated that runs Update Contact on the same person sets itself off again and again, and burns through your tasks.

  • Imports held back

    A bulk import creates many contacts or accounts at once. Zapier's flood protection can hold back that sudden batch instead of running it all.

  • New Contact arrives late

    Apollo verifies contact details before reporting a new contact, so this trigger can fire well after the creation. Plan follow-up timing with that in mind.
Need help

Need help automating Apollo with Zapier?

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FAQ

Apollo Zapier integration: FAQ

01Is the Apollo Zapier integration free?
Yes, for two-step Zaps. Apollo is not a premium app, so the free plan accepts it, with 100 tasks a month and unlimited Zaps. The limit is the shape: one trigger plus one action. Add a filter, the Find Contact search or a second action and the Zap becomes multi-step, which needs a paid plan. Since all four Apollo triggers are instant, the free plan's slower checking does not hold them back, which counts for a lot on a two-step Zap.
02How many tasks does an Apollo Zap use?
One per successful action. A Zap on New Contact that runs Create Task uses one task per contact. If it first runs Find Contact and then Update Contact, every step that succeeds is counted on its own, so plan for that. The trigger itself never costs a task, and an action that fails is not billed either. Looking for new data costs nothing, and with Apollo there is no polling at all: every trigger is instant. A few apps and actions take more than one task when they complete, so read the run count once the Zap is live.
03Is the Apollo integration real time?
Mostly. All four triggers are instant: Apollo reports the event to Zapier itself, so the plan's checking interval does not apply and you see a lightning bolt in the editor. The exception is New Contact. Apollo first checks that the contact information is up to date, and its own description warns of a delay of up to 30 minutes after the contact is created. Account Updated, Contact Updated and New Account carry no such warning.
04What do you need to connect Apollo to Zapier?
An Apollo account, plus read or write rights on any record you do not own and want the Zap to touch. The connection takes three moves: open Apps in Zapier, click + Add connection and pick Apollo, then sign in and grant access in the tab that opens. For Create Task, also have the ID of the user you assign tasks to, since the assignee field is required and takes a user ID.
05Why does Find Contact return the wrong person?
Because it searches by email and, when several contacts share the same address, it returns the one created first. Duplicates are the real cause. Clean them up in Apollo, or make sure the Zap creates contacts through Find or Create Contact, which checks the email before adding anyone. If the search finds nobody, the default setting stops the Zap there, so switch on the option to carry on when an empty result is acceptable for the steps that follow.
06What if the operation you need is not in the list?
Then the editor does not offer it: the visible list is 4 triggers, 8 actions and 1 search. Zapier keeps some older Apollo operations in its data, but the editor no longer shows them and they cannot be picked. The API Request (Beta) action is the usual way out: it calls Apollo with your existing connection, as long as the address belongs to Apollo. The other option is the same app on Make, with its own set of modules.
07Zapier, Make or n8n for Apollo?
It depends on your criteria, not on a winner. On Zapier, the facts that matter are listed on this page: 4 instant triggers that work on every plan, 8 actions, 1 contact search and no deal trigger, with billing per successful action, so a three-action Zap costs three tasks. Check that the operation you need is there, then compare with the Apollo Make page and see how each tool counts a run. The tool your team already uses weighs in too.
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